On-Campus Student

Employment

Nuts and Bolts of Student Employment

All the information is on the web-site:

Overview Job posting procedures and interviewing

Regular student employment and Federal work Study Forms

Hire I-9 SERS

Employment over breaks and PeopleSoft clean-up Management: training, evaluation, and dealing with issues If you follow the rules:

Students are eligible to work Students will be paid on time Students will develop valuable skills and professional behavior

What is in it for YOU? Student Employees know

what students feel and need better than anyone

They are dedicated and energetic

YOU get help with projects

YOU Save $$$$ on part-time / full time employees

Retention rates!

What is in it for students? Pay check! Meet other students Build connections and

relationships Develop job skills / work ethics Learn professionalism Source of future references

Student Employment Regular Federal Work

Study

Student Employment Process Job posting – interviews – job offer Department completes Hiring Forms Student Employment receives Forms

(deadline: by 10 am Monday of the pay week)

Forms are processed and entered Mailback sent back to the departments – Student can start

working! (2-3 days during non-busy period) Students can log in to EmpCenter (updated at midnight)

Finding a Student Worker Posting jobs gives all students equal access to

departmental positions and it is a regulation for hiring students

Fill out Job Opening Form (word document on the web-site)

E-mail the form to Tanya Include application instructions: require resume!

What to include: Determine and indicate required skills Pay rate Additional requirements? Work over winter break? Evening / early morning hours? Weekends? Specific computer skills? Running work-related errands on campus? (In any weather?)

Tip: check other jobs already posted

Identify skills the student will develop

Position description: the form will guide you

Include application instructions: 1. require resume develop professionalism can be used during interview

2. Ask for availability (and class schedule)

Position description. Cont.

Finding a Student Worker Job will be posted online for one semester or until filled Interview several students Once the job is filled e-mail Tanya to take it down

If you see an issue with the resume / interviewing skills, let the student know (recommend scheduling an appointment with the Career Center)

Hiring paperwork will NOT be processed unless the job was posted

What do you look for in a resume?

Interview … what questions do you ask?

Put the candidate at ease; Describe the job / work environment

Follow with simple questions:

Tell me about yourself Year in school, major Why did you choose the University of Akron / this major?

Interview questions: suggestions

•Why do you want to work for our department? / What attracted you to this job? •What type of experience you have with / in…

•remember, this is the FIRST job for many students. Ask about “life experience”. Sports team? Baby-sitting? Volunteer work

•On your resume I see that you volunteered at / worked for XYZ. What did you learn from that experience?

•What are your strengths? Weaknesses? ?

INTERVIEW QUESTIONS: SUGGESTIONS (CONT.)

Since we deal in customer service all day and our people have to have people skills, it is more about how they present themselves in the interview. Are they out going? Confident? Knowledgeable? Sincere? Willing to learn? Able to take criticism? Can they speak properly (no slang)? Do they mumble? Do they have eye contact when speaking to you? They don’t necessarily need to light up the room but they have to have something I can work with.

An interview is more about getting to know the candidate than

specific answers

Organizational skills: Tell me about a time when you had to manage multiple projects. How did you organize your schedule?

Teamwork: Do you work better as a team or on your own?

Give an example? Other: Tell me about a recent accomplishment that made

you exceptionally proud. Tell me about a time you failed. Describe a situation when you took on additional

responsibility.

Interviewing: Behavior – based questions

Customer Service: Give me an example of a time when you had to work with a difficult customer / give me an example of a time when you provided excellent customer service. What did you do?

Tell me about a time when you went beyond the call of

duty to get your job done?

Interviewing: Behavior – based questions

If you know your boss is 100% wrong about something how would you handle it?

Rec Center: Let’s say a member is wearing jeans in the weight

room. You walk over to him and ask if he’s ever been here before. He says “Yes, many times.” You explain we have a dress policy of no jeans because they can tear the upholstery and ask him to change. He states he forgot his shorts this one time and that he’s almost finished with his workout. You tell him he cannot continue without changing first. He becomes angry and refuses to leave. What would you do?

No previous experience – use situations!

You really do want to let the candidate ask a few things

of you. If he doesn't ask any questions about the job or the

office / department, it's a safe bet his heart isn't in it. Listen for questions that demonstrate an

understanding of the of the job, the University functions as a whole, or the goals for the department.

Allow applicant to ask questions

After the interview: - Select - Make and offer - Follow up with other applicants

Follow up with other applicants • E-mail? Sample form on the web-site •Issues with resume / interviewing skills? Use this as an educational opportunity!

Work Eligibility: enrollment Federal Work Study – 6 credits During Fall and Spring semester students must be

FULL TIME: enrolled in 12 credits (undergrad) / 9 (grad)

Non–penalty withdrawal – after the 10th week of classes: Mon. that starts week 11.

Must still be enrolled in at least 1 course

Work Eligibility: exceptions Graduating seniors

w/ a note from their academic advisor (e-mail to Anna or a signed hard copy)

international students: Reduced Course Load (RCL) form approved by OIP

Students completing an Internship or Co-Op Must be registered for Internship or Co-Op credit

Work Eligibility (cont.) New freshmen can start employment only on the

first day of classes. Exception: training; one week before school starts

Student’s work and class schedule cannot be in conflict with each other

Graduating seniors must be terminated by the last

day of the semester (Commencement)

Work Eligibility – Winter Break Student can work over winter break if:

The student maintained full time enrollment (12 undergrad / 9 grad credits) in Fall

The student will be enrolled full time (12 undergrad / 9 grad credits) in Spring

System Clean –up :

All records deleted in PeopleSoft end of every Spring semester:

For students who are working in your office in summer and who will be continuing into fall, there is no need to submit a new form.

A new form for Fall- only for FWS students. Student returning in Fall? – submit paperwork BEFORE

they leave for the break

Work Eligibility – Summer To be eligible for summer employment student:

Maintained full time enrollment in the previous Spring Semester and

will be enrolled in the upcoming Fall Semester or is completing degree requirements in the summer.

6 credits with a break not longer than 5 weeks between sessions

If no credits – students CAN WORK, but will pay into SERS (Ohio retirement and Medicare System) FWS – 6 credits

SERS If a student is not enrolled properly – pay into

SERS Once student start contributing to SERS they

keep contributing until they opt out. Students who paid into SERS during the

summer can opt out:

• Sign SERS exemption form (payroll website) (+ refund?) (if working multiple summers – refund at the end?)

•Return to Payroll no later than September 18, 2014

No student graduating in May can work during the summer

Accepted into UA grad program? International students do NOT pay into SERS Send SERS paperwork together with Hire/Rehire forms

Federal Work Study Separate awards given for the academic year and for the

summer Students must provide you with a proof:

FWS Award Letter / email (for continuing students) Student Employment form signed by Financial Aid MyAkron Financial Aid Awards summary

After the 5th week of classes? Spring semester?

Enrolled in 6 credits Hours: Award amount / multiple jobs? Pay:

Can not be paid more than regular student employees Can not be paid more in summer

Beginning an On Campus Job A student may begin working only after Student

Employment Form has been processed and a copy returned to you

What you need to hire a student: 1) Student Employment Form 2) I-9 3) W-4 4) SERS Membership (and SSA-1945 )/ Exemption form 5) Direct deposit

Send the whole packet to Student Employment

I-9 Use NEW form (3/8/13)

MUST be filled out by the 3rd day of employment - federal law

Part 2 – Supervisor cannot specify which documents will accept Examine documents and record title, number and expiration date Do not send copies of documents International students: passport; visa; I-20(for the UA); I-94 =List A

NOLIJ

Part 1 – student

Student Employee completes and signs Section 1 by FIRST DAY of employment

(must match Hire date)

Fillable form

Part 2 – Supervisor examine the originals of

Identification Documents complete, date and sign

Section 2. Record title, number and

expiration date (if any) of the doc.

Do not send copies of Identification Docs with I-9

by 3rd DAY of employment (must match Hire date)

Did you use a document from the correct LIST place?

Did you record Title and Number?

Did you record expiration date?

Late I-9’s “Late” I-9 = Any I-9 that is completed after the date of hire. For employers who fail to properly complete, retain, or make I-9 Forms available for inspection, fines range from $100 to $1,100 per individual I-9. This includes late I-9s.

This is a federal requirement.

Student Employment Forms: Hire / Rehire

Hire – student is new to your department Rehire – student is returning to your department

Rehire with Pay change? / Account Code change?

Get a new form on-line http://www.uakron.edu/student-employment/employers/forms.dot Save forms as WORD doc for future use

Keep in mind: Department Code FWS – award?

Pay rate range: $7.95- $16 Grad student – SIGNATURE of grad school I-9? SERS? Do you have all signatures?

Making Changes and Terminations For account code changes, pay-rate changes, FWS to

Regular, and terminations: CHANGE / Termination form (Student signature ONLY for

pay rate changes)

All changes must begin on the 1st day of a pay period / any day for Terminations

Hours

A student can work up to 29 hours a week for ALL jobs combined (even summer!)

International students: up to 20 hrs a week per USCIS Up to 29 during break (Summer and Winter)

Is the student employed in another department on-campus? Ensure student does not exceed 29 hours for all jobs

combined

Let’s look at the web-site…

Every interaction with a student is a way for them to be trained. Thank you all for

being so careful and so caring as you help our young people acquire

valuable skills when they thought they were working

only for money

Training: Communicates the culture Defines work and the working relationship the supervisor

wishes to establish Helps motivate student to accept responsibility for the job Opportunity to get to know other student assistants and

staff

Student Employees are only as good as we train them!

Explain UA Student Employment enrollment and work hours policy and how to report hours

Review general departmental standards and expectations Dress code; customer service; breaks; visitors etc.

Explain department and university resources available – show the “big

picture” Discuss emergency procedures: ◦ What to do ◦ Phone numbers

Your students are only as good as you train them!

A Successful Orientation Should…

Outline SPECIFIC duties Discuss Evaluation policy / form

Provide Student Employment Handbook

Your students are only as good as you train them!

A Successful Orientation Should…

During Fall and Spring semester students must be enrolled in 12 credits / 9 (grad students). Exception: Non–penalty withdrawal for regular students–

after the 10th week of classes: Mon. that starts week 11.

Student’s work and class schedule cannot be in conflict with each other

Graduating seniors must be terminated by the last day of the semester.

Hours: up to 29 hrs a week for ALL on campus jobs combined / 20 for International students

Policy on Work / hour Eligibility

EmpCenter

Set Expectations

Customer Service:

What does it mean?

Always use a professional attitude

Acknowledge each visitor with a SMILE…don’t bring an attitude or “mood” to work with you

Go above and beyond

•.

Set Expectations

•Confidentiality!

•Do not discuss what goes on in the office and/or in the labs with anyone. •Sign confidentiality form (on the web-site)

•FERPA / PeopleSoft use violation of confidentiality is ground for immediate dismissal.

• Acceptable office areas for lunch/snacks • Call off/late reporting procedures: • Visitors • Homework • Office supplies, copier, printer, phone etc. are NOT for

personal use!

Set Expectations

**Students are representing the Department as well as The University

of Akron.

1. Clothing that is tight fitting, un-hemmed or has holes

is prohibited.

1. Shorts must be at least finger tip in length.

2. No shirts that expose bare midriffs, tank tops, and crop tops.

3. No hats or visors.

4. No clothing with obscenities, or references to sex, violence, race, drugs, alcohol, and/or tobacco.

5. Footwear should be appropriate to the tasks being performed.

6. Remind before the start of summer!

Dress Code

Cell phones: ◦ The use of headphones and cell phones is strictly

prohibited while working? “No Cell Phone Zones”?

Turn off cell phones while working Use of headphones is strictly prohibited Set the example to other students!

• Use of technology: Facebook, computer games etc. • Is the job renewable– budget / needs /

performance?

• Summer and break work expectations

Set Expectations

Training students

Today's student employees may need more direction on tasks that require face-to-face contact, where they may be less adept. They may seem mature, but make sure they really know how to do what you're asking them to do, and don't expect them to read your mind.

Once a month? Once a semester? Make this about student development! Give your students an

opportunity to learn new skills

Address questions Share / discuss issues Add professional development topics / guest speakers / at

home reading (“complaint free world”) / attend Student Employment developmental seminars (customer service)

On going training. It is all about development….

Supervising student employees: summary Employees are STUDENTS first Keep the balance between being a

friend / mom and a supervisor Provide feedback / evaluation Give encouragement and recognition Use progressing discipline Any situation can be a teachable moment

How often / when conducted What are students evaluated on

Discuss evaluation process

FORMAL FEEDBACK: Performance Evaluation

At the end of EVERY semester: -End of November - beginning December -End of April – beginning of May

Sample online

Purpose • Set goals, clarify performance expectations, monitoring

progress, creating open dialogue

• Motivating employees through recognition and support

• Preparing individuals for increased responsibility • Retention of student employees

Performance Eval Sections

1. Principal Responsibilities and Projects/Objectives

2. Feedback 2. Action Plan for Next Eval Period Allow the student to do self evaluation Sign the form, obtain student’s signature, provide

the student with a copy, save for your records for at least 1 year

Feedback •Talk openly and honestly about performance issues •Encourage feedback from the student

•Give accurate performance evaluation – do NOT be afraid to hurt

their feelings

-A merit raise usually accompanies a positive performance appraisal -Typical raises are between $.25 and $2.00

•Work related conflicts will occur from time to time •Students should bring issues to immediate manager

•Assist employees in identifying a workable solution

•Students / Supervisors may also speak with the Office of Student Employment

Workplace Situations

What issues have you had?

Conflict Resolution Addressing Employee Issues

Types of Issues: Performance Behavioral Attendance / Punctuality (Tardiness)

Why we do not address issues? Creates more problems than solves Maybe the situation will go away Don’t like conflict Nobody’s perfect Takes too much time to administer Adverse side effects (anger, resentment, absenteeism) Concern about reputation

BUT: Supervisors’ “Duty to act” Educational experience Consequences of not addressing issues Benefits of addressing issues immediately:

Increases probability of solving the problem Improves departmental morale Helps educate students

Supervisors have a responsibility to their department, the student, and themselves to take action

Consult The Assistant Director of Student Employment before any formal disciplinary actions are taken

Ensure that as a supervisor, you are acting in a fair manner consistent with University Policy

Student Coaching Process

- this is a learning experience for your student - do NOT wait till formal evaluation time

Prepare For The Discussion • What is the problem? • How will you know that the problem is solved? • Have expectations been clearly discussed/agreed upon? • Arrange a meeting

Discuss The Concern(s) With The Student

• Describe specifically the behavior(s) or attendance / tardiness or performance

• Let the student know how the problem affects others • Clarify minimum expectations • Explain consequences for not correcting the problem • Document the discussion

Follow-up With The Student

Verbally recognize any and all improvements!

Discuss any remaining deficiencies if necessary

It is a process, not a single meeting or document

Document

•Written proof that the employee was aware of the problem and received a fair chance to improve •Helps you make sure you and the employee agree about what happened and what the employee will do about it •Creates a record for you or the employee's future managers

How to:

~think about who will read this document (3rd party) Document the Basics: • date of meetings and who was present Document the Facts: •Problem, history and relevant discussions

Document Expectations: •Comply with the rules / policies or meet performance standard (Specific, Attainable, Measurable)

Progressive Discipline Process •Verbal Counseling - for minor infractions

•Written Counseling - issued after previously issuing a Verbal Counseling, or for serious infractions

•Final Written Counseling is issued if a Written Counseling has been issued within the last 12 months or for a first offense of an extreme serious nature. •Termination

When can I terminate a student?

National Student Employment Week

Second week of April

Treat student employees as co-workers Empower your student employees Give positive feedback Groom students for higher level positions Remember this is a learning experience Communicate! Satisfaction = Retention!